Position Description

Reporting to the Vice-President University Advancement (VPUA), the Administrative Assistant coordinates and provides administrative and secretarial support to all activities related to the VPUA’s role as chief development officer for the University and as a member of the President’s Cabinet. Other responsibilities include: administrative assistance to the University Advancement Committee of the Board of Regents; and coordinating University Advancement department operations. Much of this work is highly sensitive and confidential.

Position Responsibilities

General support to the VPUA

• Manage the travel schedule for the VPUA. This includes securing external appointments and making all travel arrangements; as such, the Administrative Assistant deals with a large number of internal and external contacts.
• Manage all correspondence and assist with preparing reports and gathering data associated with the President’s Cabinet, Board of Regents, Senate, the Town of Sackville, the Province of New Brunswick, and the Federal Government.
• Manage all files related to the work of the VPUA. All confidential files are placed with the Administrative Assistant’s office for security reasons.
• Organize events both on and off campus as required.
• Assist VPUA with prioritizing upcoming events, outreach, tasks, and requests. Execute daily brief with VPUA to highlight needs for the upcoming week, and support in keeping Development team on track with respect to key donor deliverables.
  
  

Fundraising support

• Secure appointments with donors and prospective donors for the President and VPUA. Work closely with the Director of Development and staff to identify prospective donors, prepare research and materials for meetings with donors, and follow up on meetings with donors to ensure prospective donors are cultivated and solicited, and existing donors are stewarded appropriately.
  
  

University Advancement Committee of the Board of Regents

• Assist the VPUA in her role with the University Advancement Committee of the Board of Regents including setting up Committee meetings, preparing Committee packages, distributing confidential materials, and distributing meeting Minutes.
  
  

University Advancement departmental operations

• Maintain all files and deal with correspondence related to human resource matters in University Advancement, as well as possible human resource issues raised at the Board/President Committees/Councils levels.
• Assist with the preparation of VPUA travel expenses and review all UA Directors and Managers monthly expenses for accuracy prior to submitting to VPUA for approval.
• Manage evergreen program for UA equipment, software, furniture.
  
  

Qualifications/skills

• A diploma in office administration, secretarial studies and/or equivalent, as well as a minimum of five years related work experience, is required.
• High functioning capability with word processing, spreadsheet, database, and presentation software.
• Ability to demonstrate initiative and confidence in a busy work environment.
• Excellent communication, numeracy and organizational skills
• Ability to work well both independently and in teams.
• Proven discretion in dealing with confidential information is a must.
  
  

If you are interested in the challenges and opportunities that this position has to offer, please forward your application to: Human Resources Department, Mount Allison University, 65 York St., Sackville, NB E4L 1E4 Fax: (506) 364-2385, e-mail: hr@mta.ca Review of applications will begin on January 22, 2024.

Mount Allison is committed to diversity and inclusiveness. We encourage applications from members of racialized communities, Indigenous persons, persons with disabilities, and persons of all sexual and gender identities. We seek candidates with qualifications and knowledge to contribute specifically to the further diversification of our campus community.

At Mount Allison, we are committed to ensuring your interview experience is as comfortable and accessible as possible. If you require any accommodations or adjustments during the interview process, please do not hesitate to inform us. Your needs are important to us, and our dedicated team is here to support you.

Visit our website at www.mta.ca/employment for other employment opportunities at Mount Allison University or to register to receive e-mail notification of new opportunities.

We thank all applicants for their interest; however, only those selected for an interview will be contacted.